Export Documentation .

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Submitted by

Sagar AnandPGDM –IBRoll No-05

IN PARTIAL FULFILMENT OF PGDM IN INTERNATIONALBUSINESS FOR THE ACADEMIC YEAR -2008-10.

Under the guidance of

Dr. R. Chandran

PIMSR, NE P!N"E#

PILLAI’S INSTITUTE OF MANAGEMENT STUDIES & RESEARCH

NEW PANVEL, NAVI MUMBAI

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Export Process & Documentation

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COVER PAGE

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EXPORT PROCESSANDDOCUMENTATIONPROJECT REPORT

This project report entitled “Export Processand Documentation” based on myno!led"e and t!o month !or experience!ith committed car"o care P#t$ %td$ as asummer trainee$

SAGAR ANAND!"!#$$%

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ACKNOWLEDGEMENT

Life of human beings is full of interactions.

No one is self-sufficient by himself whenever anyone is doingsome serious and important work a lot of help from the people

concerned is needed & one less specially obliged towards them. I

cannot forget acknowledging them in few words as without the

guidance & co-ordination of them in my project report would not

have been possible.

A large number of individual contributed to this project.

I am thankful to all of them for their help and encouragement.

My writing in this project report has also been influenced by a

number of website and standard textbooks. As far as possible, they

have been fully acknowledged at the appropriate place .I express my

gratitude to all of them.

First of all I owe my heartfelt gratitude to my guide prof.

Mr. Guha and prof. Bettyfor his noble guidance throughout the

completion of the Project.

I would like to extend my heartfelt thanks toMr. Vikram

singh rawat, Branch Manager of committed cargo pvt. Ltd. NaviMumbai Branch for giving me an opportunity to work on this project.

I would also like to thank Ms. Kirti, Senior Executive, of

committed cargo pvt. Ltd. for his guidance, inspiration, and

constructive suggestions, which helped me in the Project.

I must also thank the management of committed cargo

pvt. Ltd. to provide excellent opportunity and environment to be able

to pull my project through. Cooperation of the staff is also gratefullyacknowledged.

Last but not least, also give my sincere thanks to all the

people to directly indirectly have help and encourage me in finding the

way to us collecting the requisite information and completing the

project effectively and timely.


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Sagar Anand

PGDM (IB)

Roll no. - 05

GUIDE CERTI&ICATE

TO WHOMESOEVER IT MAY CONCERN

This is to certify that the project report titled

“Export Process and Documentation”Offered by

Committed cargo Pvt. Ltd. has been prepared by

Sagar Anand, Roll No.- 05, a student of

PGDM

(Post Graduation Diploma in Management), session

(2008-10) with International Business as major area

of specialization. The study was conducted with

special reference tocommitted cargo care Pvt. Ltd.

C.B.D. Belapur, Navi Mumbai. I recommend this

project for evaluation.


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Place:

Date: (Dr. R. Chandran)

Director

INDEX Page No.

Important Abbreviations 6

Introduction of study 9

Objective of study 12

Research Methodology 13

Research Design 14

Scope of the Project 15

Limitations of the study 16

Company Profile 17

Organization Chart 25

Benefits Given by company 26

Theoretical background 27


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Data Analysis and Interpretations 58

Findings 68

Bibliography 72

Glossary 73

I mportant Abbreviations


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INTRODUCTION OF STUDY

This project is all about to know about export import

procedure/ documentation of shipment. This project puts

more focus on to know custom clearness, to make export -

import invoice, to get shipping bill number from custom

department etc. This project will also find out how

Committed cargo Pvt. Ltd. could sustain in the competitive

world by providing vast range of cargo handling through all

instruments which flexible prompt and innovative in

meeting the requirement of the customer. The purpose of

the study was to know about export – import documentation

of seaway in the committed cargo Pvt. Ltd.

The India International Coir Fair-2009, which is

coinciding with the golden jubilee celebrations of the

Central Coir Research Institute, is expected to give further

fillip to coir exports from the country by providing better

visibility to coir products in the global market. The

celebration of the International Year of the Natural Fibre is

also expected to draw greater attention to coir and coir

products.

Exceeding target

At a meeting of representatives of the coir exporters with the

Board officials to discuss issues related to exports, Mr V.S.

Vijayaraghavan, Chairman of Coir Board, thanked exporters

for their collective efforts in surpassing the export target


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last year, both in quantity and value, despite tremendous

odds and conspicuous global impediments.

Forex Earnings

Indian coir exports during 2008-09 had touched 1,94,791

tonnes valued at Rs 634 crore, exceeding the target set for

the year.

Coir export was 1,87,566 tonnes valued at Rs 592 crore

during the previous year.

Performance hopes

With the conduct of the India International Coir Fair-2009

and the celebration of the International Year of Natural

Fibre, the Coir Board was confident of better performancethis year.

Mr Vijayaraghavan hoped that the Coir Exporters Federation

would play a leading role in enhancing the growth of the coir

industry in all its dimensions and assured of the board's full

support in taking timely action to redress the problems of

the exporters.

The need to obtain timely governmental sanction to

participate in overseas fairs to achieve greater mileage in the

export market, setting up of a container freight station at

Pollalchi, Tamil Nadu, in view of its growing contribution to

exports and increasing the frequency of the meeting of

exporters with Board officials also received attention at the

meeting held on Monday. It was decided to hold the next

executive committee meeting of the Board at Bangalore onMay 26.


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Sales turnover

The 30-odd Coir Board showrooms spread over the country

had achieved a sales turnover of Rs 11.19 crore, accounting

for 86.10 per cent of the Rs 13-crore target fixed for the year

2008-09. The meeting also considered suggestions to

revamp these showrooms and sales depots through out the

country in tune with the growing expectations of all

sections, especially the upper strata of society in order toremain competitive in the domestic market. In this

background, Mr Vijayaraghavan was confident of achieving

the revised sales target of Rs 15 crore set for the showrooms

in the country for the current year.


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OBJ ECTIVE OF THE STUDY

The main objectives of the research were:

To know about export import process.

To know what are the documents required before and

after sailing the cargo.

To know different type of container used in shipment.


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RESEARCH METHODOLOGY

Collect data/information about cargo through:

Primary data collection:-

•

E-mail

• Telephone

• Invoice

• Packing List


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Secondary data collection:-

• Invoice

• Packaging list

• Shipping bill

• Internet

RESEARCH DESIGN

Research design is the based framework, which provides

guidelines for the research process. It is a map or blue print according

to which the research is to be conducts. The research design specifies

the methods for data collection & data analysis determine the source

of data. Most specifically it was a kind of“Descriptive conclusive

research” who takes care of who, when, where, what, how and why

aspects of the investigation further the researcher used the statistical

method to serve he purpose of project, it permitted the research to

derive more accurate generalization whose reliability could be

measured.


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CENTRE : ALL OVER INDIA

RESEARCH : EXPLORATORY

RESEARCH TECHNIQUE : QUALITATIVE & QUANNTATIVE

TOOL USED : TELEPHONIC & E-MAIL

DATA SOURCE :PRIMARY & SECONDARY

SCOPE OF THE STUDY

T/e $coe o, 'r)e%!g re$e'rc/ co&# co(er %/e *&$!e$$

ro*e$ re'%!g %o %/e ,oo!g$.

$%&e' of con'u(er' that co(&ro(i'e &re'ent and &otential (ar)et'*

Bu%ing ha+it' and &attern of con'u(&tion


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Sie and location of different (ar)et', not onl% in India +ut al'o

oer'ea'*

$he &ro'&ect' for gro.th or con'truction for the current (ar)et' +eing

'ered*

Ne. (antra' of e(erging 'eg(ent'*

Mar)eting and (anufacturing ca&a+ilitie' of co(&etitor'*

Mo't 'uita+le entr% ti(ing*

$he current and &ro'&ectie co(&etitie &o'ition*

/hance' of i(&roe(ent of current channel'*

LIMITATIONS OF THE STUDY

No% ' ''ce'


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No% ' e3'c% $c!ece

L!!%'%!o o, %!e

Erroeo&$ ,!#!g$

No% e3'c% %oo ,or ,orec'$%!g

I e3er!ece re$e'rc/ $%',,

N'rro coce%!o o, 'r)e%!g re$e'rc/

COMPANY PROFILE

INTRODUCTION OF THE ORGANIZATION

Overview


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An ISO 9001:2000 Company Incorporated head quarter in

the national capital Delhi, India and specializes in handling Import &

Export Cargo. Earning and maintaining a reputation for dependable

and complete worldwide cargo movement solutions with the motto

“Customer Pride” achieved this longevity in the volatile cargo industry.

Committed Group has established its hub at Los Angeles, Toronto,

Shanghai, Mumbai, Jaipur, Ludhiana and a reliable network of

associate offices in India and world over and is specialized in

forwarding of cargos choosing the most convenient and cost effective

transportation method by air, courier, sea and truck any time &

anywhere around the globe.

Committed Group management has the right mix of experience and

commitment and is fast to adapt to new emerging technology. Its well-

established network and tracking software enables to provide fast and

reliable information to its client. Thus capable of handling –

Packaging

Warehousing

Freight forwarding

Clearance of Export and Import Cargo

Commercial, Diplomatic and Non-Diplomatic Consignment.

Projects

Mission Statement

“To be focused as a pro-active cargo gateway by anticipating and

reacting to each stage of a shipment's transit with commitment and to

experience strategic growth of a highly respected and recognized cargo

company in the Industry”.

Team


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The Committed Group management team brings together leaders with

a wealth of expertise from various industries, including

transportation, logistics, cargo management, professional services and

customer service.

These individuals form a strong foundation that provides

vision and support to a growing team of talented, dedicated

professionals working to adopt and deliver professional freight

forwarding solutions and custom clearance.

The Operational team at Committed Group comprising of more than

50 in-house trained energetic and aggressive group of employees with

several years of experience in the international freight forwarding plus

an protracted experience in the reputable shipping lines and airlines.

Thus, with strong gamut of professional from cargo industry under

one roof help Committed Group to adopt the "Total Freight

Management" approach, a feature of which is the handling of client

cargo on a door-to-door basis.

This approach ensures the correct management of cargo in

a cost-efficient and professional way at competitive price and feels

Committed Group is theRIGHT PARTNER FOR YOU.

Services

Air Freight

Custom Clearance

Document Processing

Multi Modal Facility

3 PL & Supply Chain Management

Packaging & Warehousing

Tracking & Tracing


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Multi Modal Facility

At Committed Group it is a single window contract for the carriage of

goods by at least two or more different modes of transport. Thus,

providing a permutation-combination between air- ocean-surface modes

to reduce the cost of transportation. This includes Door pick to Door

delivery and a complete logistics support constituting of:

»Origin Pickup/Trucking.

» Warehousing if required.

»Customs Clearance & Documentation at origin.

»Origin charges payable like THC, B/L Fee etc.

»Carriage by Sea or Air by payment of Freight.

»Inland Trucking if required.

»Customs Clearing of goods at destination and Warehousing if need be.

»Door Delivery of the cargo.

Committed Group operates as Multimodal Transport Operator (MTO)providing the end 2 end services like:

DDP:Delivered Duty Paid Shipments.

DDU:Delivered Duty Unpaid Shipments.

CI Shipments:Cargo picked up on cost and insurances terms

CF Shipments:Cargo picked up on cost and freight paid terms

CIF Shipments:Cargo picked up on cost Insurance and freight paid

terms.

FOB:Free on Board Shipment. Only Port to port or Apt to Apt service

by Carrier.

Ex Works:Pick up if cargo from shipper’s warehouse/factory.

Multimodal Transport (MT) Document


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Services along with logistic documentation evidencing a multimodal

transport contract which can be replaced by electronic data

interchange messages insofar as permitted by applicable law and be

(a)Issued in a negotiable form or,

(b) Issued in a non-negotiable form indicating a named consignee.

Taken in charge means that the goods have been handed over to and

accepted for carriage by the MTO for delivery.

Delivery of the Cargo through Multimodal facility

This is done after completion of various documentation and

formalities after the arrival of the shipment at destination.

The Cargo delivery is subject to various terms and conditions to be

fulfilled by the consignee as listed below:

1. Payment of all applicable charges to the delivery agent of the

carrier.2. On presentation of Duly Endorsed Original Bill of Lading (for Sea /

Ocean Shipments).

3. For Air shipments, an Authority Letter is required.

4. Original DIC.

5. In case of shipments under L/C, the designated Bank need to

endorse the Bill of Lading or issue

A Bank Release Order in favour of the carrier.

Committed Group as an MTO undertakes to perform or to procure theperformance of all acts necessary to ensure delivery of the goods /

cargo with responsibility:

(a) When the MT document has been issued in a negotiable form

"to bearer", to the person surrendering one original of the

document, or

(b) When the MT document has been issued in a negotiable form

"to order", to the person surrendering one original of the documentduly endorsed, or


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(c) When the MT document has been issued in a negotiable form to a

named person, to that person upon

Proof of his identity and surrender of one original document; ifsuch document has been transferred "to Order" or in blank the

provisions of (b) above apply, or

(d) When the MT document has been issued in a non-negotiable form,

to the person named as consignee in the document upon proof of his

identity, or

(e) When no document has been issued, to a person as instructed by

the consignor or by a person who has acquired the consignor's or theconsignee's rights under the multimodal transport contract to give

such instructions.

Period of responsibility

The responsibility of Committed Cargo Care Pvt. Ltd. as a

Multimodal Transport Operator (MTO) for the goods under these Rules

covers the period from the time the MTO has taken the goods in hischarge to the time of their delivery.

The multimodal transport operator shall be responsible for

the acts and omissions of its employee or agents, when any such

employee or agent is acting within the scope of his employment, or of

any other person of whose services he makes use for the performance

of the contract, as if such acts and omissions were his own.

Packaging & Warehousing

Packaging at Committed Group

Committed Group employs professional packers and experienced

supervisors who are trained packing and packaging. We specialize in

handling fragile / heavy / oversized cargo. For packaging, we use

material like craft paper / soft papers, corrugated rolls & boxes, air bubble pack rolls, polythene & polypropylene, and masking tape, etc.


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depending upon the requirement.

We design fabrication and assembly of crating material for

packaging machinery and equipment for storage or shipment and

usage of correct primary protective packing materials to insulatemachinery and equipment from moisture, corrosion and excessive

shock. Crating and the use of machines to execute packing and

moving operations has resulted in accolades and sustained patronage

by clients in India and abroad.

Warehousing at Committed Group

Committed Group offer warehousing facilities to support export -

import activities. The warehousing facilities are very helpful to

accelerate the transportation of goods, especially for cargos with LCL

Status. We use authorised warehouses located worldwide.

Further to our covered warehousing facilities are provided for

storing of FMCG, industrial and high-end sophisticated products on

transit. The warehouses are equipped with dedicated loading and

unloading bays.

At Committed Group storage areas of warehouses are demarcated to

identify each location. Our distribution centres offer ample space for

palletizing, crating and packing services according to customers’

specifications.

3 PL & Supply Chain Management

At Committed Group, we define functional experience, expertise,

speed, flexibility, and ingenuity to manage your freight efficiently

everytime.

As an experienced provider of 3PL (Third Party Logistics) 24 x 7,

we provide a total supply chain solution for your logistics and freight

management needs. Our ongoing goal is to simplify the shippingprocess for our clients by finding the best rates and then smoothly


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coordinating all aspects of the shipment from pick-up to ship to

delivery for our E2E, B2E, B2B, B2C and C2C clientele base.

At Committed Group, we practice logistics. We can develop a

comprehensive project plan for your organization, deploy a projectteam, and remain with your team through the implementation and

start-up. We analyze existing processes, from initiation of an order

through fulfillment, and evaluate modal selection, carrier utilization,

and existing cost structures. We formulate a customized solution for

your unique needs.

Committed group is a hub-based third party fulfilment and logistics

company servicing both domestic and international needs.

Services include: Complete Supply Chain Operations: End-to-

End

Full Case Pick Modules

Split Case Pick Modules

Tilt Tray Sorter

Sliding Shoe Sorter

CAPS Line

Pick-to-Light

Kitting

Product/Process QA Management

Performance-driven Controls

Standard and Customized Reporting

Inventory control

Private and Public Delivery Network

Invoicing


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Call Centre Support

Diverse Product Categories Returns processing

Assembly and inbound / outbound freight management.

Accounts Management, and advanced in-house Systems

Support.

A-frame and Real-Time RF-Controlled Inventory System

Along with state-of-the-art distribution, our 3PL and SCM

services offers clients around the clock full service fulfilment support.

Additional services available: extensive print support, productpackaging and ware housing.

Our 3PL solution and Supply Chain Management enables cost savings

and better route planning

Ability to connect customers and their supply chain partners

through a real-time information hub

10-15% reduction in transportation costs

Real-time monitoring of inventory, orders and events

Intelligent order sourcing across multiple stocking locations

10-15% cost improvement for fleets

Tracking & Tracing

Committed Group big advantages offer to our customers is the

one stop online track and trace facility. Through this site you now

have the ability to monitor your consignments online or web access at

any time, day or night, without the need to constantly refer back to

your forwarder. Our system offers access on a 24/7 basis for all


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consignments shipped by road, sea and air.

Updated daily, the moment you entrust your consignment

given a reference number and subsequently logged on our system the

same day. All customers are assigned unique login details to allow

immediate tracking of their consignments. The unique login codes

ensure total security by baring others from viewing the same

information. The accessible information is kept on a secure location

and is accessed through a strict password system. The information

available from our track and trace facility is flexible and can be

tailored to your individual needs. Thus, a global network of contacts

and our combined wealth of experience ensure that your shipments

are transported effectively and efficiently. Committed Group Track and

Trace facility is available for obtaining your freight consignment status

with most major Airlines.


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ORGANISATION C'ART


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BENEFITS GIVEN BY COMPANY

Origin Pickup/Trucking.

Warehousing if required.

Customs Clearance & Documentation at origin.

Origin charges payable like THC, B/L Fee etc.

Carriage by Sea or Air by payment of Freight.

Inland Trucking if required.

Customs Clearing of goods at destination and

Warehousing if need be.

Door Delivery of the cargo.


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THEORETICAL BACKGROUND

LOGISTICS SYSTEM

Logisticsis defined by the council of Logistics, Ohio USA as the

Process of planning, implementing and controlling the efficient, co-

effective flow and storage flow and storage of raw materials, in process

inventory finished goods and related information from point of origin

to point consumption. More simply, the objective of Logistics System is

that the right products reach the right place in the right quantity at

the right time to satisfy customer demand.

ELEMENTS OF LOGISTICS SYSTEM

Nature of Product

Location of Manufacturing Plant

Availability of infrastructure such as Road

Availability of different modes of transportation

Dealer/Distributor Network

Government Policy


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ELEMENTS OF LOGISTICS SYSTEM


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MODE OF TRANSPORTATION

AIR TRANSPORT

OCEAN TRANSPORT

RAIL TRANSPORT

ROAD TRANSPORT

OCEAN TRANSPORT

More than 95 per cent of international trade is conduced by sea

routes since ancient times, sea routes are being used for

transportation of cargo from one continent or country to Coastal

shipping is also used for transporting the cargo from one port

within the country to another.

For example in India the cargo can be transported from Chennai

port to Visakhapatnam port using the costal shipping route.

Sea routes are used for carrying bulj

commodities like such as coaling and thermal coal mires, fertilizers

rock phosphate etc, and liquid go like crude oil ammonium acids

etc Ideally the goods with high volume and kiw vakye are suited

die ocean transport in the era of containerisation even the high

value cargo can be safely enabled the cargo carrying capacities of

the ship to increase many fold.


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In 1956, the first containerised ship belonging

to sea land corp. carried 58 twenty feet containers. The modern

ships have the capacity to carry 7000 containers.

One of the biggest ships owned by Maersk-sea

land is 1,138 feet long from end to end and 140 feet wide at mid

ship. Such ships are called Post-Panamax ship.

Cargo ship categorised into followings:-

Liners ships : Liners ship represent the organized sector

of the shipping industries due to their fixed schedules of arrival and

departure, Pre-determined voyages and trade routes and published

ocean freight rates. Liner shipping is governed by shipping conference

and offers the following advantage to shippers:-

Regular sailings to scheduled ports of call.

Stable freight rates for a long period of time which helps the

shipper to quote C & F prices with confidence.

Uniform rates for all shippers.

Coverage of wide range of ports.

Rebates of freight rates based on loyalty agreements.

Tramp ships:- Tramp ships on the other hand have

the following characteristics –


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They are free to move anywhere on the high seas at their will.

Their voyage routes and schedules are flexible.

They travel from the port to another port o various trade

routes looking for the cargo and carrying the same to various

routes looking for the cargo and carrying the same to various

destinations around the world.

They arrive or depart without a fixed route or schedule.

They fix their voyages according to availability of cargo

and as per the requirement of the shippers of these

cargoes.

The freight rates of tram ships depend upon the

demand and supply conditions in the shipping

industry. If there is a glut of shipping space the tramp

freight rates plummet. Whereas in case of shortage of

shipping space, the tramp freight rates shoot up.

The cargo space on the tramps is booked by the

brokers located in major port cities like New York,

London, Rotterdam Hamburg, and Hong- Kong etc.


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They work as a link between tramp operators and

shippers.


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STANDARD CONTAINERSTANDARD CONTAINERS:

Standard #$(

insidelength

insidewidth

Insideheight

door width

door height

capacitytare

weighta!i

cargo

19"4# 7"8# 7"10# 7"8# 7"6# 1$172%&'t 4$916l(s 47$900l(s

5.900) 2.350) 2.393) 2.342) 2.280) 33.2%* 2$230+g 21$770+g

Standard )$(

insidelength

insidewidth

Insideheight

door width

door height

capacitytare

weighta!i

cargo

FLAT RACK CONTAINER

&*at ra+, #$(

insidelength

insidewidth

insideheight

door width

door height

capacitytare

weight)a!i

cargo

18"5# 7"3# 7"4# , , , 5$578l(s 47$333l(s

5.620) 2.200) 2.233) , , , 2$530+g 21$470+g

&*at ra+, )$(

insidelength

insidewidth

insideheight

door width

door height

capacitytare

weight)a!i

cargo

39"7# 6"10# 6"5# , , , 12$081l(s 85$800l(s

12.080) 2.438) 2.103) , , , 5$480+g 39$000+g

FLATT RACK COLLAPSIBLE CONTAINER


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&*at ra+, C-**a/ib*e #$(

insidelength

insidewidth

insideheight

door width

door height

capacitytare

weighta!i

cargo

18"6# 7"3# 7"4# , , , 6$061l(s 61$117l(s

5.618) 2.208) 2.233) , , , 2$750+g 17$730+g

&*at ra+, C-**a/ib*e )$(

insidelength

insidewidth

insideheight

door width

door height

capacitytare

weighta!i

cargo

39"7# 6"10# 6"5# , , , 12$081l(s 85$800l(s

12.080) 2.126) 2.043) , , , 5$800+g 39$000+g

REEFER COINTAINER

Ree0er #$(

insidelength

insidewidth

insideheight

door width

door height

capacitytare

weight)a!i

cargo

17"8# 7"5# 7"5# 7"5# 7"3# 1$000%&'t 7$040l(s 45$760l(s

5.425) 2.275) 2.260) 2.258) 2.216) 28.3%* 3$200+g 20$800+g

Ree0er )$(

insidelength

insidewidth

insideheight

door width

door height

capacitytare

weight)a!i

cargo

37"8# 7"5# 7"2# 7"5# 7"0# 2$040%&'t 10$780l(s 56$276l(s

11.493) 2.270) 2.197) 2.282) 2.155) 57.8%* 4$900+g 25$580+g

REEFER HIGH CUBE CONTAINER


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Ree0er 'igh Cube )$(

insidelength

Insidewidth

insideheight

door width

door height

capacitytare

weight)a!i

cargo

37"11# 7"6# 8"2# 7"6# 8"0# 2$344%&'t 9$900l(s 57$761l(s

11.557) 2.294) 2.500) 2.294) 2.440) 66.6%* 4$500+g 25$980+g

HIGH CUBE CONTAINER

'IG' CU1E )$(

insidelength

Insidewidth

insideheight

door width

door height

capacitytare

weighta!i

cargo

39"5# 7"8# 8"10# 7"8# 8"5# 2$694%&'t 8$750l(s 58$450l(s

12.036) 2.350) 2.697) 2.338) 2.338) 76.3%* 3$970+g 26$510+g

PLATEFORM CONTAINER


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P2AT&ORM #$(

insidelength insidewidth insideheight door width door height capacity tareweight a!icargo

19"11# 8"0# 7"4# , , , 6$061l(s 52$896l(s

6.058) 2.438) 2.233) , , , 2$750+g 24$000+g

P2AT&ORM )$(

insidelength

insidewidth

insideheight

door width

door height

capacitytare

weighta!i

cargo

40"0# 8"0# 6"5# , , , 12$783l(s 86$397l(s

12.180) 2.400) 1.950) , , , 5$800+g 39$200+g


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International Transaction


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EXPORT PROCEDURE AND DOCUMENTATION


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In India, ships transport more than 90 per cent of the cargo. It

therefore interesting to study the export processed by ship

documentation related to it.

Processing of an export order-----

i.Exporter operation starts with the receipt of enquiry by the

exporter from importer. Bar on the enquiry exporter submits his

offer giving complete details of products technical specific price

delivery payment terms etc.

ii.After the process negotiations importer sends a purchase order

follow by letter of credit (if applicable).

iii.The exporter manufactures the goods according to the

specification given in purchase order.

iv.As soon as the goods are ready the exporters invites the

representative of Export inspections agency (EIA) for pre

shipment inspection and obtain the certificate of inspection.

v.After that, the exporter prepared following documents:----

INVOICE

PACKING LIST

ARE1 FROM EXSICE DEPARTMENT

MARINE INSURANCE POLICY

COPY OF PURCHASE ORDER / L/C

vi.Above those documentation sends to CHA by exporter.


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vii.Based on these documents CHA agent completes the octroi

formalities, obtain port permit and prepare shipping bill which

is a customs documents.

viii.Custom department check the export cargo on the basis of

information provided on the shipping bill. If satisfy then cargo

allow to loaded on the board of ship.

ix.The shipping line gives mate receipts to CHA agents after the

payment of ocean freights and port due obtains the bill of lading

(B/L) from shipping line .B/L is a proof of dispatch of cargo andalso a negotiable document.

x.After that, CHA agent send various documents back to exporter

which is—

Customs attested invoice

Copy of shipping bill

Full set of non board bill of lading.

Copy of purchase order or L/C

Copies of ARE1 Form

SDF form

xi.After that the exporter submitted above these documents for

negotiation to the bank which include :----

Commercial invoice

Packing list


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SDF form

Original copy of purchases order

Certificate of origin

Bill of exchange

Shipment advice

After that, bank scrutinizes these documents and if found correctmake payment to exporter against documentations.


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EXPORT INVOICE

ELEMENT OF EXPORT INVOICE:-

Exporter

Consignee

Invoice No. and Date

Exporter Ref.

Buyer order no and date

Other reference

Buyer (other than consignee)

Country of origin of goods

Country of final destination

Terms of delivery and Payment

Pre-carriage by

Place of receipt by pre-carrier

Vessel/ Flight no.

Port of loading

Port of discharge

Final Destination

Marks and Nos. / No & Kind of pkgs.


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Item code

Description of goods

Net weight

Gross weight

Quantity

Rate CIF EURO

Amount CIF EURO

Amount in words

Declaration:

Authorised signature


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DATA ANA23SIS

How Big is a Cubic Meter?

Calculation: Length x Width x Height divided by 172 ! cubic "eet divided

by #$ ! cubic %eters&

23 BOOK BOXES 11 MEDIUM BOXES 8 LARGE BOXES

! one cubic %eter

13!13!17 inches1.5 c&(ic -eet

0.043 Cubic Meters

appro!/

18!18!17 inches3.1 %&(ic 'eet

0.09 Cubic Meters appro!/

18!18!24 inches4.5 %&(ic 'eet

0.!" Cubic Metersappro!/

Or #i$ %&' #%tc:

)*&ecubic#eter

)

*&ecubic#eter

)*&ecubic

#eter


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Air freight calculation

Introduction

Airlines that are members of theInternational Air Transport

Association (IATA) are bound by their membership to comply

with tariffs issued by IATA. However since 11th September

2002, airfreight rates are now extremely negotiable.

Airfreight rates cover transportation from the airport of

loading to the airport of discharge.

These rates do not include the following:

• Collection of air cargo from the consignor's/exporters

premises

• Delivery of cargo from the airport of destination to the

consignee's premises

• Storage of cargo before or after loading

•

Customs clearance in the country of destination• Any duties and taxes that may have to be paid

• Insurance

Chargeable/volumetric weight

Airline freight rates are based on a "chargeable weight",

because the volume or weight that can be loaded into an

aircraft is limited. The chargeable weight of a shipment will

be either the "actual gross mass" or the "volumetric weight",


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whichever is the highest. The chargeable weight is

calculated as follows: 1 metric ton = 6 cubic metres. In order

to establish if the cargo will be a weight or volumetric based

shipment.

Step 1

Measure the parcel/cargo along the greatest length, width

and height of that parcel. For example; 100 cm (L) X 100 cm

(W) X 100 cm (H) = 1 000 000 cm3. Next, weigh the parcel;

assume it weighs 150kg.

Step 2

Now divide the 1 000 000 cm3 by 6 000 = 166,66 kg. You

have now converted the centimeters (cm) into kilograms (kg)

Step 3

Now compare the weight to the volume. If the weight is 150

kg then the airline would base the freight on the higher

amount being: 166,66 kg

Air freight calculations

The airline calculates freight based on weight or volume,

which ever yields the greatest amount. Airlines quote freight

rates based on the following rate structures:

• A basic minimum charge per shipment.

• General cargo rates quoted for per kilogram. This rate

applies without reference to the nature or description

of the parcel, which is to be freighted.

• Specific commodity rates apply to certain goods of

specific descriptions, such as fresh produce. These


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rates are lower than the general cargo rate, and they

provide breakpoints at which the level of the rate

reduces further.

Example:

0 - 50 Kg @ R22.00/per kg

50 - 100 Kg @ R19.00 per kg

100 - 150 Kg @ R17.00 per kg

Unit Load Device charges

These rates are charged per container/ULD without

reference to the commodity loaded therein. Calculation offreight rates:

Let us assume the following figures:

The freight rate is R18.00 per kg

The weight of the parcel is 300 kg

The dimensions are: 114,6 cm X 120,4cm X 132,5 cm

(round the cm's up or down)

Therefore: 115 cm X 120 X 133 cm = 1 835 400 divide by 6

000 = 305.9 kg (having converted cm's to kg's now round up

the kg's to the next half a kilogram = 306 kg.

As the freight rate quoted by the airline is R18.00 per kg, we

calculate the price as follows:

306 kg X R18/kg = R5 508.00

The freight rate will not be calculated on the actual mass

300 kg X R18.00 = R5 400.00 as the airline will always use

the greater amount either the kg, or volumetric weight.

Consolidation

Consolidation is an economical method of moving cargo by

employing a consolidator. The consolidator receives cargofrom a number of suppliers/shippers and then combines


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these cargoes into one consignment by packing the goods

into a Unit Load Device. The consolidator then books the

Unit Load Device with an airline. The supplier/shipper

would have a contract of carriage with the consolidator of

the cargo and in turn the airline would have a contract of

carriage with the consolidator. The airline would issue an

air waybill to the consolidator when accepting the Unit Load

Device and in turn the consolidator would issue the

supplier/shipper with a house air waybill.

The air waybill

The air waybill, unlike the ocean bill of lading is not adocument of title to the goods described therein, however it

does perform several similar functions these are:

• It is a receipt for the goods

• It is evidence of the contract of carriage between the

exporter and the carrier

• It incorporates full details of the consignor/shipper,

the consignee/receiver and the consignment/goods• It is an invoice showing the full freight amount

• It must be produced, be it in an electronic format, at

the airport of discharge for clearing purposes

All copies of the air waybill, together with the commercial

invoice, packing list, certificate of origin and any other

document which may be necessary for clearing the goods

through customs, these documents are carried in the flightcaptain's bag.

Sea freight calculations

Introduction


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Seafreight calculations can broadly be divided into two main

components; breakbulk and containerised. In this section

we deal with how you should calculate the freight costs of

both of these two types of seafreight.

Break bulk cargo calculations

Break bulk cargo, is cargo that is unitised, palletised or

strapped. This cargo is measured along the greatest length,

width and height of the entire shipment. The cargo is also

weighed. Shipping lines quote break bulk cargo per "freight

ton", which is either 1 metric ton or 1 cubic metre, which

ever yields the greatest revenue.

Example:

A case has a gross mass of 2 Mt.

The dimensions of the cargo are:

2.5 X 1 X 2 metres

The tariff rate quoted by the shipping line is: USD 110.00

weight or measure (freight ton)

Step 1

Multiply the metres 2.5 X 1 X 2 = 5 metres Compare to the

mass = 2 Mt.

Step 2

Calculate the freight with the greater amount either the

mass or the dimension. 5 X USD 110.00 = USD 550.00

Freight would be paid on the measurement and not the

weight. All shipping lines carrying cargo in a break-bulk

form insist on payment based on a minimum freight charge

which is equivalent to one freight ton, one cubic metre or

one metric ton.


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Full Container load calculations and surcharges

Freight rates for containers are based on the container as a

unit of freight irrespective of the commodity or commodities

loaded therein, (FAK) Freight All Kinds. The shipping lines

quote per box (container) either a six or twelve metre

container. From time to time, abnormal or exceptional costs

arise in respect of which no provision has been made in the

tariffs. For example a shipping line cannot predict themovement of the US Dollar or the sudden increase of the

international oil price. These increases have to be taken into

account by the shipping line in order to ensure that the

shipping line continues to operate at a profit. These

increases are called surcharges. All shipping lines

accordingly retain the right to impose an adjustment factor

upon their rates taking into account these fluctuations. All

surcharges are expressed as a percentage of the basicfreight rate. Surcharges are regularly reviewed in the light of

unforeseen circumstances, which may arise and bring cause

for a surcharge increase.

Bunker Adjustment Factor (BAF)

"Bunkers" is the generic name given to fuels and lubricants

that provide energy to power ships. The cost of bunker oilfluctuates continually and with comparatively little warning.

Example:

Freight rate: Port Elizabeth to Singapore

Freight rate: US Dollar: 1 250.00 per 6-M container

+ BAF 5.2%

US Dollar 1 250.00 X 5.2% = US Dollar 65.00

Add the two amounts together

Freight rate: U S Dollar 1 315.00


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Currency Adjustment Factor (CAF)

The currency adjustment factor is a mechanism for taking

into account fluctuations in exchange rates, these

fluctuations occur when expenses are paid in one currency

and monies earned in another by a shipping company. The

currency adjustment factor is a mechanism for taking into

account these exchange rate fluctuations. It is always

expressed as a percentage of the basic freight and is subject

to regular review.

Example:

Freight rate: Port Elizabeth to SingaporeFreight rate: US Dollar: 1 250.00 per 6-M container

+ CAF 6.3%




War Surcharge

The outbreak of hostilities between nations can have a

serious effect upon carriers servicing international trade

even though they may sail under a neutral flag. Carriers

sailing within the vicinity of a war zone may impose a war

surcharge on freight to compensate for the higher risks

involved and the higher levels of insurance premium, which

they may be obliged to pay.

Example:



+ WAR 5%

US Dollar 1 250.00 X 5% = US Dollar 62.50




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All of the above surcharges may be applied to a single freight

rate.

Example:



+ BAF 5.2%

+ CAF 6.3%

+ WAR 5%

Total amount of surcharge 16.5%


(add to freight rate)

US Dollar 1 456.25

Port Congestion Surcharge

Congestion in a port for a period of time can involve

considerable idle time for vessels serving that port. When a

ship lies idle, this creates a huge amount of loss for the

ship's owner. Shipping lines therefore have the right to

impose a surcharge on the freight to recover revenue lost. Another factor which influences port congestion surcharge

would be labour disputes. Port congestion surcharges are

calculated as a percentage of the freight rate as expressed in

the previous examples.

Consolidation services

The consolidator or groupage operator hires a containerfrom a shipping line and then sells that space to his

clients/exporters. The benefit for the exporter is that small

quantities which, would not fill a full container load, can be

shipped by sea freight in a shipping container as an

alternative to air freighting the goods. The consolidator

would charge per metric ton or cubic metre, which ever

yields the greatest. Example: US Dollar 89.00 Weight or

Measure. The shipping line would have a contract ofcarriage with the consolidator and in turn the consolidator


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would have a contract of carriage with the exporter. The

consolidator would be issued with an combined through bill

of lading from the shipping line and then present the

exporter with a house bill of lading (See bill of lading below)

The bill of lading

The bill of lading performs the following functions:

• A contract of carriage between the shipper of the cargo

and the carrying shipping company.

• The name of the shipper and the receiver of the goods

the consignee.• The contents of the packages as declared by the

shipper.

• Shipping details such as: port of loading and the port

of discharge.

• The bill of lading is a freight invoice and indicates if the

freight costs have been prepaid by the exporter or will

be paid by the importer, "freight collect".

• The bill of lading states the number of packages, weight and dimension of the shipment.

• It is a document of title to the goods stated thereon.

Every original bill of lading signed by or on behalf of the

shipping company is a document of title to the underlying

goods. This special function of a bill of lading is achieved by

a form of words which state: "In witness whereof the

undersigned on behalf of the shipping company has signedthree bills of lading all of this tenor and date, one of which

being accomplished the others to stand void".

"Accomplishing" the bill of lading requires the surrender to

the shipping line or its agents in the port or place of

destination one of the signed original bills of lading duly

endorsed by the consignee/importer. Unless and until one of

the original bills of lading as described above is

surrendered, the shipping line will not release the cargo to


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the consignee/importer. Upon surrender of any one of the

originals the other originals bills of lading become void.

Endorsed Bills of Lading

Bills of lading can only be issued with the words "shipped

on board", if the cargo has actually been loaded onto the

named vessel at the port of loading. By insisting that the

exporter supplies the importer with a "shipped on board"

bill of lading, the importer obtains conclusive evidence that

the goods have been loaded on board the intended vessel.

Some importers insist that the exporter presents "shippedon board" bills as a condition for payment. "Received for

shipment", bills of lading can be issued as soon as the

goods have been delivered into the custody of the carrying

shipping company or its agent either at the point of receipt

or at the port of loading. Thus, a 'received for shipment", bill

of lading will only indicate the ship in which the cargo is

intended to be loaded on. The risk remains that the loading

may, for many reasons delayed or the cargo may not beloaded at all.

Banks responsible for the payment of funds in payment for

goods under letters of credit will not release the funds if the

bill of lading has been endorsed "received for shipment".


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FINDINGS


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76



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IMPORTER


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EXPORTER

%I'I%'INP%IN

INI% P%+INI

'

1'

ININN%PI%:

% ;INI%


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!port I)port ;oc&)entation , Pro-. ;.%. pai

ogistics in International *&siness , Pro-. a?ee@ serAar

RE&ERENCES 4 INTERNET

www.co))ittedgro&p.co)www.google.co.in

www.asA.co)www.e!it.net


79

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G2OSSAR3 INTERNATIONA2 &REIG'TTERMS

A1I 5 Aut-mated 1r-,erage Inter0a+e6 s a systema#ailable to '$($ Customs )roers !ith the computercapabilities and customs certi*cation to transmit andexchan"e customs entries and other in+ormation,+acilitatin" prompt release o+ imported car"o$A++etan+e- . time dra+t /or bill o+ exchan"e0 !hich thedra!ee has accepted and is unconditionally obli"ated topay at maturity$ Dra!ee1s act in recei#in" a dra+t and thusenterin" into the obli"ation to pay its #alue at maturity$ .n

a"reement to purchase "oods under speci*ed terms$Add '-+ Charter- . one2o3 charter operated at thenecessity o+ an airline or charterer$Ad Va*-rem 78a++-rding t- the 9a*ue8:6 . *xedpercenta"e o+ the #alue o+ "oods that is used to calculate customs duties and taxes$Admira*ty C-urt- s a court ha#in" jurisdiction o#ermaritime 4uestionspertainin" to ocean transport, includin" contracts,charters, collisions, and car"o dama"es$Ad9an+e Again/t D-+ument/- %oad made on thesecurity o+ the documentsco#erin" the shipment$Ad9i/ing 1an, - . ban that recei#es a letter o+ credit+rom an issuin" ban,#eri*es its authenticity, and +or!ards the ori"inal letter o+credit to the exporter !ithout obli"ation to pay$Ad9i/-ry Caa+ity- . term indicatin" that a shipper1sa"ent or representati#e is not empo!ered to mae de*nitedecisions or adjustment !ithout the appro#al o+ the "roupor indi#idual represented$A;*iate- s a company that controls, or is controlled byanother company, or is one o+ t!o or more commonlycontrolled companies$Air0reightment- .n a"reement by a steamship line topro#ide car"o space on a #essel at a speci*ed time and +ora speci*ed price to accommodate an exporter or importer,!ho then becomes liable +or payment e#en thou"h he is

later unable to mae the shipment$


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Agen+y Agreement- The steamship line appoints thesteamship a"ent andde*nes the speci*c duties and areas o+ responsibility o+that a"ent$

Air Carg- Agent- s a type o+ +rei"ht +or!arder !hospeciali5es in air car"o and acts +or airlines that pay him a+ee /usually 670$ 8e is re"istered !ith thenternational .ir

Transport .ssociation, .T. /(ee also .ir 9rei"ht 9or!arder:9or!arder, 9rei"ht 9or!arder, 9orei"n 9rei"ht 9or!arder0$Air &reight &-r


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Arbitrati-n C*au/e- s a standard clause to be included inthe contracts o+ exporters and importers, as su""ested by the .merican.rbitration .ssociation$ t states that any contro#ersy or

claim !ill be settled by arbitration in accordance !ith therules o+ the .merican .rbitration .ssociation$A//ignment- The trans+er o+ the ri"hts, duties,responsibilities and=or bene*ts o+ an a"reement, contract,or *nancial instrument to third party$A//ignment -0 Pr-+eed/- . stipulation !ithin a letter o+credit in !hich some or all o+ the proceeds are assi"ned+rom the ori"inal bene*ciary to one or more additionalbene*ciaries$

A.T.- .merican Terms />arine nsurance0 . term used todi3erentiate bet!een the conditions o+ .merican Policies+rom those o+ other nations, principally En"land$Aut-mated 1r-,erage Inter0a+e 7A1I:- .n electronicsystem allo!in"customhouse broers and importers to inter+ace #iacomputer !ith the '(Customs (er#ice +or transmittin" entry and entrysummary data on imported merchandise$

Aut-mated C-mmer+ia* Sy/tem 7ACS:- The electronicsystem o+ the '(Customs (er#ice, encompassin" a #ariety o+ industrysectors, that permits online access to in+ormation inselected areas$Aut-mated Mani0e/t Sy/tem 7AMS:- The electronicsystem allo!in" a mani+est in#entory to be transmitted tothe '( Customs (er#ice data center by carrier, portauthority or ser#ice center computers$1AA- )ritish .irports .uthority1ACA- )altic .ir Charter .ssociation1a*an+e -0 Trade- The di3erence bet!een a country1stotal imports and exports: i+ exports exceed imports,+a#orable balance o+ trade exists, i+ not, a trade de*cit issaid to exist$1arter- Trade in !hich merchandise is exchan"ed directly+or other merchandise !ithout use o+ money$ )arter is animportant means o+ trade !ith countries usin" currencythat is not readily con#ertible$1!1- /(ee )rea2)ul Car"o0


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1e**y Carg-6 9rei"ht accommodation belo! the maindec$1ene>+iary- . *rm or person on !hom a letter o+ credithas been dra!n$ The bene*ciary is usually the seller or

exporter$1ermuda Agreement- .n a"reement concluded in @ABbet!een the '$$ and the '$($, desi"ned to re"ulate +utureinternational air trac$ >ost "o#ernments accept itsprinciples and +ollo! it inter alia by limitin" trac ri"hts oninternational routes to one or t!o carriers$1erth- s the place beside a pier, 4uay or !har+ !here a#essel can be loaded or dischar"ed$1erth 2iner Ser9i+e- s a re"ular scheduled steamship

line !ith re"ularpublished schedules /port o+ call 0 +rom and to de*nedtrade areas$1erth -r 2iner Term/- s an expression co#erin"assessment o+ ocean +rei"ht rates "enerally implyin" thatloadin" and dischar"in" expenses !ill be +or ship o!ner1saccount, and usually apply +rom the end o+ ship1s tacle inport o+ loadin" to the end o+ ship1s tacle in port o+dischar"e$

1i** -0 2ading- . document that establishes the terms o+a contract bet!een a shipper and a transportationcompany under !hich +rei"ht is to be mo#ed bet!eenspeci*ed points +or a speci*ed char"e$ 'sually preparedby the shipper on +orms issued by the carrier, it ser#es asa document o+ title, contract o+ carria"e, and a receipt +or"oods$ .lso see Air Waybill and Ocean Bill of Lading$1-nded =areh-u/e- . !arehouse stora"e area ormanu+acturin" +acility in!hich imported "oods may be stored or processed !ithoutpayment o+ customs duties$1ru//e*/ Tari? N-men+*ature Number 71TN:- Thecustoms tari3 number used by most European nations$

The 'nited (tates does not use the )TF, but a similarsystem no!n as the 8armoni5e Tari3 (chedule$CAA- s the Ci#il .#iation .uthority$


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a"reements that *x set rates$ Cabota"e rates arene"otiable bet!een shipper and airline and apply on;i"hts !ithin a country and to its o#erseas territories$CAD Can ha9e t


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Ca/h in Ad9an+e 7C.I.A.:- Payment +or "oods in !hichthe price is paid in +ull be+ore shipment is made$ Thismethod is usually used only +or small purchases or !henthe "oods are built to order$

Ca/h Again/t D-+ument/ 7CAD:- Payment +or "oods in!hich a commission house, or other intermediary,trans+ers title documents to the buyer upon payment incash$C.C.E.&.- s a Customs Centrali5ed Examination 9acility$Certi>+ate -0 Ana*y/i/6 s a certi*cate re4uired by somecountries as proo+ o+ the 4uality and composition o+ +oodproducts or pharmaceuticals$ The re4uired analysis maybe made by a pri#ate or "o#ernment health a"ency$ The

certi*cate must be le"ali5ed by a +orei"n consul o+ thecountry concerned, as is the case !ith such similarcerti*cates as the phytosanitary certi*cate$Certi>+ate -0 In/e+ti-n- . document certi+yin" that the"oods !ere in apparent "ood condition immediately priorto shipment$Certi>+ate -0 Manu0a+ture- . statement in !hich aproducer speci*es !here his "oods !ere manu+actured,certi*es that manu+acturin" has been completed, and

con*rms that the "oods are at the buyer1s disposal$Certi>+ate -0 Origin6 . statement si"ned by theexporter, or his a"ent, andattested to by a local Chamber o+ Commerce, indicatin"that the "oods bein" shipped, or a major percenta"e o+them, ori"inated and !ere produced in the exporter1scountry$CES- s a Customs Examination (tationC&- s a 4uoted price includes cost o+ "oods and +rei"ht$C I- s a 4uoted price includes cost o+ "oods andinsurance$C&S 7C-ntainer &reight Stati-n:- The term C9( atloadin" port means thelocation desi"nated by carriers +or the recei#in" o+ car"oto be paced intocontainers by the carrier$ .t dischar"e ports, the term C9(means the bonded location desi"nated by carriers in theport area +or unpacin" and deli#ery o+ car"o$C&S!C&S 7Pier t- Pier:- The term C9(=C9( means car"odeli#ered by brea bul to Carrier1s C9( to be paced by


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Carrier into containers and to be unpaced by Carrier +romthe container at Carrier1s destination port C9($C&S!C3 7Pier t- '-u/e:- The term C9(=CG means car"odeli#ered brea2bul to Carrier1s C9( to be paced by

Carrier into containers and accepted by consi"nee atCarrier1s CG and unpaced by the consi"nee o3 Carrier1spremises, all at consi"nee1s ris and expense$C&S C'ARGE 7C-ntainer &reight Charge:- The termC9( Char"e means the char"e assessed +or ser#icesper+ormed at the loadin" or dischar"in" port in pacin" orunpacin" o+ car"o into=+rom containers at C9($C&

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